Report to: General Committee                          Date Report Authored: November 15, 2010

 

 

SUBJECT:                         Volunteer Ice Rink Program – Snow Plowing

PREPARED BY:              Mark Ingwersen, District Manager, Operations ext. 3000

 

 

RECOMMENDATION:

1)         That the Volunteer Ice Rink Policy be amended to allow use of snow plowing equipment to remove snow from the ice rinks.

 

2)         And that Council direct staff to negotiate a Memorandum of Understanding (MOU) with the Volunteer Ice Rink Groups, in a form satisfactory to the Town Solicitor, to allow plowing of ice rinks using a combination of Options A and B, as outlined in this report.

 

3)         And that the Town’s contribution towards ice rink snow clearing by contracted services be included in the current ‘ice rink materials’ cost sharing agreement with Volunteer Groups (to an upset limit of $500 per location per year).

 

4)         And that Option D, snow removal by use of a snow blower not be allowed due to safety issues.

 

5)         And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

1. Purpose  2. Background  3. Discussion  4. Financial 

 

5. Others (HR, Strategic, Affected Units)  6. Attachment(s)

 

PURPOSE:

This report has been prepared to respond to the request from the Volunteer Ice Rink Co-ordinators for Grandview and Bayview Lane Parks to allow for the plowing of ice rinks.

 

BACKGROUND:

In 2005 Council approved a program for ice rinks to be created at appropriate locations by volunteers in the community.  The approved policy addressed various issues related to safety, insurance and community acceptance.

 

A Volunteer Co-ordinator is approved for each ice rink and trained by Town Staff and then in turn would train other volunteers.  One of the conditions outlined in the Volunteer Ice Rink guidelines, to ensure safety and limit liability, was that the snow was to be removed by hand by the volunteers.

 

The Volunteer Program has been a tremendous success, with growing participation each year, fostering a sense of community and increased physical activity during winter months.

 

Volunteer Ice Rinks have been established at the following locations and will continue to operate for the 2010/2011 winter season:

 

1.      Cornell Mews Park

2.      White’s Hill

3.      Legacy Park

4.      Reeve Park

5.      Chelsea Park

6.      Grandview Park

7.      Bayview Lane Park

 

Staff anticipate additional rinks (still to be confirmed) for the 2010/2011 winter season at the following locations:

 

8.      Armstrong Park

9.      Risebrough Park

10.  Johnsview Park

11.  Highgate Park

 

OPTIONS/ DISCUSSION:

In early November 2010 it was brought to staff’s attention that at least two Volunteer Ice Rinks Groups were using trucks with plows to remove the snow when snowfall accumulations exceeded 5 cm, which contravenes the current Town Volunteer Ice Rink Program Policy.  These two groups have since requested that the policy be amended to allow snow plowing at their ice rinks when snowfall accumulations exceed 5 cm.  Unfortunately, this creates safety and liability issues for both the volunteers and the Town.

 

Staff have reviewed the request and suggest the following options for Council’s consideration:

 

Option A – Operations Department undertake work with Town equipment and resources 

 

Town staff to perform ice rink snow clearing as time permits, after priority snow plowing is complete.  Priority snow plowing includes Town Facilities, Libraries, Fire Halls, public parking lots and rear lanes.  Depending on timing and availability of equipment, it may typically take between 12 and 24 hours after a storm before Town staff would be able to clear ice rinks.  If plowing were required on the weekend; overtime pay for staff would be incurred.

 

Option B – Use a snow plow contractor already under contract with the Town

 

This option would mitigate WSIB, insurance and liability issues. The Volunteer Ice Rink Group would contact a contractor that is already under contract with the Town of Markham when the snow is too heavy to remove by hand.  This would eliminate the concerns regarding training and insurance as Town Contractors already meet these requirements prior to an award of a contract.  The Town would need to secure a quote from contractors for snow plowing of the rinks. 

 

Once a cost per occasion for snow plowing has been established the Volunteer Group would be responsible for all costs incurred.  Alternatively, the Town may consider inclusion of snow clearing cost in the existing ‘ice rink materials’ cost sharing agreement with Volunteer Groups.

 

Groups currently receive reimbursement for 50% of the cost of materials purchased for the rinks to a maximum of $500.00 per year.  The 50/50 funding could be extended to include not only materials, but snow plowing as well.  However, under this option, all costs incurred by Volunteer groups exceeding $1,000.00/year would not be eligible for 50/50 funding reimbursement.

 

Option C – Volunteer Ice Rink Groups could find and use their own contractor.

 

Staff would need to confirm with the Legal Department and Town’s Insurer what training, insurance and WSIB coverage would be required if the Town were to allow volunteers to arrange their own snow plowing of ice rinks.

 

Depending on the relationship between the individual Volunteer Group and their hired contractor, this service may be provided free of charge or at a rate similar to that of a Town hired contractor.

 

Note:  It would be extremely difficult of Town staff to ensure proper WSIB and insurance coverage is maintained by a third party independent contractor throughout the term of the snow clearing operations.

 

Option D - Snow removal allowed by use of snow blower.

 

The suggestion was made that some groups may be using a walk behind snow blower to clear rinks.  Staff consider this option to be extremely dangerous in a public area and proper safety procedures and insurance coverage would have to be arranged by the groups and approved by the Town of Markham and their Insurers before taking place.

 

 

Recommended ice rink snow clearing service

Staff recommends that Council authorize staff to negotiate a Memorandum of Understanding with the Volunteer Ice Rink Groups to allow plowing of ice rinks using a combination of Options A and B. 

 

Under this plan, Town Operations staff would undertake to make their best efforts to offer assistance with ice rink snow clearing for Volunteer Groups using in-house resources.

·         Volunteer Ice Rink Coordinator to phone the Contact Center to request the Town to plow their ice rink when the snowfall accumulations exceed 5 cm.  

·         Operations Staff will then contact the Volunteer Ice Rink Co-ordinator to confirm when the rink can be plowed. 

·         Staff would only be able to plow Monday-Friday between 7:30 a.m. – 4:00 p.m. and only after priority plowing for the Town is completed. 

 

Should the timing of the Town’s operations not meet the individual groups requirements, the groups would then have the option to call in a Town of Markham hired contractor to clear the snow at a predetermined cost.

·         The Volunteer Ice Rink Group would be responsible for paying the contractor 100% of the cost of plowing for each occasion.

·         At the end of the season the group would submit all of the original paid invoices for both plowing and materials to the Operations Department

·         Upon review and approval of submitted invoices, Operations Department would process payment to reimburse the groups for 50% of the costs incurred to an annual upset limit of $500.00.

 

FINANCIAL CONSIDERATIONS

 

Options ‘A’ – Use of hired equipment already under contract with the Town

We anticipate that there may be up to 11 rinks in operation this coming season.  Considering an upset limit of $500.00 per location, total budget impact for 2011 may be $5,500.  There are sufficient funds in the proposed 2011 Volunteer Ice Rinks (water service installations and volunteer group reimbursement) Capital budget submission to cover these costs.

 

Option ‘C’ – Operations Department undertake snow clearing

Most significant impact would be overtime costs for Town staff undertaking snow clearing activities on weekends.  Two operators required to work approximately 4 to 5 hours each on either Saturday or Sunday at an estimated total cost of $300 to $500 to clear all ice rinks per occasion. 

 

Any unfavourable variances in the Operations overtime salaries budget as a result of this program could be offset by positive salary variances created through salary gapping throughout the year.

 

ALIGNMENT WITH STRATEGIC PRIORITIES:

The Volunteer Ice Rink Program aligns with the principles of the Integrated Leisure Master Plan – Enhancing our community parks, recreation, culture and library programs and service delivery systems.

 

BUSINESS UNITS CONSULTED AND AFFECTED:

Operations Department will work with Purchasing and Legal Services to ensure appropriate arrangements can be made within the existing hired equipment contracts to ensure that the terms of the Town’s contract are applicable in the event that they are requested to perform services for the Volunteer Ice Rink Program groups, including, but not limited to, indemnity and insurance in a form satisfactory to the Town solicitor.

 

 

 

 

RECOMMENDED BY: 

 

 

 

__________________________                         ________________________________

Paul Ingham, General Manager,                           Peter Loukes, Director          

Operations                                                             Operations

  

          

 

_________________________                             

Brenda Librecz, Commissioner,                                                     

Community and Fire Services                                                

 

 

 

 

ATTACHMENTS:

 

Attachment ‘A’ – Letter from Bayview Lane and Grandview Volunteer Ice Rink Groups

Attachment ‘B’ – Town of Markham Volunteer Ice Rink Policy

ATTACHMENT ‘A’

 

To Paul Ingham, Mark Ingerwersen and Valerie Burke

 

Re: Snow removal of the community ice rinks.

 

The community ice rinks have been a tremendous boon to the community and we have been delighted to have been given the opportunity to volunteer for this effort. We recognize that the ice rinks have been an invaluable tool to provide a sense of cohesion and community pride during the cold winter months. It has given many community members the opportunity to use the ice rinks that may not have otherwise had the opportunity.

 

The rinks are a very labour intensive project from the initial creation of the ice surface to the on-going maintenance efforts to keep the ice surface smooth and safe. Volunteers are regularly braving very cold conditions late at night for many hours to accomplish this objective. The ice must be cleared of all snow and skate shavings before any water for flooding is done. Water simply cannot be put over top of snow or skate shavings. This would create an ice surface that could be potentially hazardous to skaters.

 

In most cases the removal of small snow accumulation (up to 5cm) and skate shavings are done easily with a few dedicated volunteers. Once the ice is cleared of all snow the process of flooding can commence. Ideally being able to put several coats is desired. The number of times the rink can be flooded is determined by time and how cold it is. The colder the temperature the faster the water freezes and more coats can be applied. The more coats that are applied mean a much safer rink for everyone. As volunteers we want to have the best and safest ice for as long as the season permits.

 

Our concern is with the snow removal during periods of large accumulation. (Over 5cm) During these times it is necessary for the snow to be removed as quickly as possible to prevent any crusting on the ice service. Therefore we need the use of professional snow plough people to remove the larger volumes of snow. It is simply too much work to remove large volumes of snow by hand. Although we encourage as many volunteers to come forward immediately after a large snowfall, in practice it is only a few dedicated people who come out to shovel. The size of the rink by Henderson PS is approximately 100’ by 150’. The size of the Bayview Lane Park is 85’ by 180’. This is simply too large an area for the mostly middle aged volunteers to do with hand shovels.

 

We have two options for the council to consider:

 

1)      Provide a snow ploughing service that would remove the large volumes of snow immediately after a large snowfall or

 

2)      Allow the rink volunteers to arrange such snow ploughing.

 

We thank you in advance for your consideration on this matter.

 

Brian Forrester, John Bell, Rob Chillingworth

 

ATTACHMENT ‘B’

 

TOWN OF MARKHAM VOLUNTEER OUTDOOR ICE RINK POLICY

 

1.      The Corporation of the Town of Markham (“Town”) will permit a Volunteer Service Group (“VSG”) which consists of a group of Town trained/approved Volunteers and a Volunteer Co-ordinator to install, operate and maintain outdoor ice rink(s) on Town lands at designated locations approved by the Town.   Each Volunteer and the Volunteer Co-ordinator shall enter into the required agreement with the Town (Appendixes ‘D’ and ‘E’). 

2.      The location and the size of the ice rink must be approved by the Town prior to its installation.  The ice rinks will only be permitted subject to receiving the consent of a majority of residents who abut the park and shall not be placed on sports field turf.

3.      The Town will plow access into the site, and provide benches and waste receptacles, as required.

4.      The VSG shall appoint a Volunteer Co-ordinator to act as liaison with Markham. The Volunteer Co-ordinator is responsible for creating and circulating a petition confirming the acceptance of the ice rink by the majority of residents adjacent to the park or ice rink location.  The petition must be received and approved by Town staff prior to the implementation of the ice rink.  The Volunteer Co-ordinator shall be responsible for following and enforcing all guidelines and directions as provided by the Town against the Volunteers. The Volunteer Co-ordinator is responsible for ensuring that the ice surface is inspected a minimum of twice daily and more frequently when weather conditions fluctuate in order to determine if the ice is suitable for skating.  The Volunteer Co-ordinator is also responsible for recording the information required on the “Volunteer Program for Outdoor Ice Rink Installation and Maintenance” form provided by the Town (Appendix ‘F’).  The completed form(s) shall be turned over to the Town at the end of the ice season, and shall be made available to the Town upon request.   The Volunteer Co-ordinator shall also report all accidents which occur or arise as a result of the operation of the ice rink to the Manager of Parks Maintenance. 

 

5.      The Volunteers and Volunteer Co-ordinator shall maintain the ice rink by flooding the ice and providing snow removal as required. 

 

6.      The Town will install flag signage system indicating ice conditions.  The “Yellow” flag/sign allows skating at your own risk and the “Red” flag/sign prohibits skating.  The Volunteer Co-ordinator is responsible for ensuring that the “Red” flag/sign is in place at all times unless the ice surface is smooth and covers 100% of the rink area at which time the “Yellow” flag/sign can be posted.  The “Red” flag/sign must also be posted when there is standing water on the ice surface.

 

7.      All Volunteers and the Volunteer Co-ordinator shall supply at their own expense and wear appropriate protective clothing for warmth and ice cleats on their boots when inspecting, flooding or removing snow on the ice surface.  In addition there shall be a minimum of two Volunteers together when inspecting, flooding or removing snow from the ice to ensure assistance is available should it be required.

 

8.      All Volunteers and the Volunteer Co-ordinator shall attend an on site training session for operating and maintaining the water service, hose, and flag/sign warning system, and shall abide by all practices and procedures recommended at the training session by the Town.

 

9.      Volunteers and the Volunteer Co-ordinator are responsible for providing shovels at their own expense and shall shovel and remove snow from the skating surface(s) and around benches and undertake any hand shovelling required to allow access to the rink(s).

 

10.  The Town will provide the VSG with a hose, nozzle, pipe wrench, water key and access to a water service.  Volunteers are responsible for returning this equipment in good condition at the end of the flooding season.  To prevent freezing of hoses, hoses shall be drained after each flood and laid flat for storage, if possible in a warm place.

 

11.  Organized hockey shall not be permitted on the ice rink. Shinny will only be allowed when a separate ice surface is installed by the Volunteer Group.  Posts and fencing, supplied by the Town, shall be installed and maintained by the Volunteers and the Volunteer Co-ordinator between pleasure skating rinks and shinny hockey rinks.  Hockey/Goal nets must be perpendicular to the pleasure skating area to ensure play is parallel to the pleasure skating rink in order to prevent the puck entering into the pleasure skating area.

 

12.  When available, limited lighting from existing lights (i.e. ball diamond or pathway lights) will be allowed.  The Volunteers and the Volunteer Co-ordinator shall be responsible for turning on the lights when required, and the lights will be on a timer set to turn off at a time determined to be appropriate by the Town based on location and proximity of homes adjacent to the park.

 

13.  The ice rinks shall be open to use by all members of the community and it is strongly recommended that adult supervision be provided when the ice rink is in use. 

 

14.  The Town may, as it deems appropriate, inspect and maintain the ice rink, change the flag signage posted by the Volunteer Co-ordinator, close the ice rink to use at any time, or if required remove the ice rink as it deems to be necessary.  The decision of the Town shall be final. 

 

15.  The Volunteer Co-ordinator is responsible for ensuring the rink area is restored to the conditions that pre-existed the installation of the rink.  All garbage/litter, equipment and materials must be cleaned up/removed by the VSG by April 1st or earlier at the request of the Town.

 

 

 

 

APPENDIX ‘D’

 

 

OUTDOOR ICE RINK PROJECT

FOR ___________WINTER SEASON AT

                            _____________________________________________________

                                                                        (Location)

 

 

VOLUNTEER COORDINATOR AGREEMENT

 

PLEASE READ CAREFULLY

 

Name:  ______________________________            Home No.:  ______________

Address:  ____________________________            Cell No.: _______________­­­­­­­­_

                ____________________________            Work No: _______________

 

In consideration of approval to act as a Volunteer Co-ordinator on behalf of the Corporation of the Town of Markham (“Town”) for the Outdoor Ice Rink Program, I hereby covenant and agree as follows:

 

  1. To comply with all of the guidelines and requirements established by the Town as set out in the “Town of Markham Volunteer Program for Outdoor Ice Rink Installation and Maintenance” attached hereto as Schedule ‘A’, and as may be amended by the Town from time to time.
  2. To co-ordinate all of the volunteers appointed for the program and to act as a liaison between the Town and the other appointed volunteers.
  3. To be available twenty-four hours a day and to act as a contact person for any Town or public inquiries or emergencies that may arise in relation to the operation of the ice rink.
  4. To attend the Outdoor Ice Rink Training Program provided by the Town of Markham for the operation and maintenance of the water service, hose and flag/warning system provided by the Town and to abide by all procedures, requirements and recommendations made by the Town.  
  5. To install, inspect and maintain the ice surface in a safe and operable condition and to provide snow removal in accordance with the guidelines implemented by the Town.      
  6. To provide, at my own expense, and to wear ice cleats and the appropriate protective clothing for warmth, when inspecting, flooding or shovelling the ice rink.
  7. To waive any and all claims that I have or may in the future have against The Corporation of the Town of Markham and its directors, officers, employees and representatives.  I freely accept and fully assume all risks, dangers and hazards and the possibility of personal injury, death, property damage or loss, resulting from my participation in this program.
  8. To release the Town from any and all liability for any loss, damage, injury or expense that I may suffer as a result of my participation in this volunteer program due to any cause whatsoever, save and except for any damages that may arise as a result of the negligence of the Town.
  9. To indemnify and hold harmless the Town from any and all liability for any damage to property of or personal injury to, any third party, resulting from my participation in this volunteer program, if such liability is a result of my acting outside the scope of my responsibilities or not in compliance with this agreement or the guidelines referred to above, as set out by the Town.
  10. The term of this agreement shall commence upon execution of this agreement and shall terminate at such time that Town determines that the weather does not permit the maintenance of the Outdoor Ice Rink.
  11. I acknowledge and agree that the Town has the right to terminate this agreement without notice in the event that I fail to comply with or breach the terms of this agreement or any scheduled attached hereto, or for any or no reason at all. 
  12. This Agreement shall be effective and binding upon my heirs, next of kin, executors, administrators, assigns and representatives in the event of my death or incapacity.

 

I HAVE READ AND UNDERSTAND THIS AGREEMENT AND I AM AWARE THAT BY SIGNING THIS AGREEMENT I AM WAIVING CERTAIN LEGAL RIGHTS WHICH I OR MY HEIRS, NEXT OF KIN, EXECUTORS, ADMINISTRATORS AND ASSIGNS MAY HAVE AGAINST THE TOWN.

 

Signed this __________ day of _____________________.

 

Volunteer Co-ordinator Signature:  __________________________________

 

 

 

APPENDIX ‘E’

 

VOLUNTEER OUTDOOR ICE RINK PROGRAM

FOR ___________WINTER SEASON AT

                            _____________________________________________________

                                                                        (Location)

 

VOLUNTEER AGREEMENT

 

PLEASE READ CAREFULLY

 

Name:  ______________________________            Tel. No.:  _____________________

Address:  ____________________________            Date of Birth:  _________________

                ____________________________

 

In consideration of approval to act as a Volunteer on behalf of the Corporation of the Town of Markham for the Volunteer Outdoor Ice Rink Project, I hereby covenant and agree as follows:

 

  1. To comply with all of the guidelines and requirements established by the Town as set out in the “Town of Markham Volunteer Program for Outdoor Ice Rink Installation/Maintenance” attached hereto as Schedule ‘A’, as may be amended by the Town from time to time. 
  2. To liaise and cooperate with the person appointed as the Volunteer Co-ordinator by the Town for this project.
  3. To attend the Outdoor Ice Rink Training Program provided by the Town of Markham for the operation and maintenance of the water service, hose and flag/warning system provided by the Town and to abide by all procedures, requirements and recommendations made by the Town.  
  4. To install, inspect and maintain the ice surface in a safe and operable condition and to provide snow removal for the ice rink in accordance with the guidelines implemented by the Town.        
  5. To provide, at my own expense, and to wear ice cleats and the appropriate protective clothing for warmth, when inspecting, flooding or shovelling the ice rink.
  6. To waive any and all claims that I have or may in the future have against the Town of Markham and its directors, officers, employees and representatives.  I freely accept and fully assume all risks, dangers and hazards and the possibility of personal injury, death, property damage or loss, resulting from my participation in this program.
  7. To release the Town from any and all liability for any loss, damage, injury or expense that I may suffer as a result of my participation in this volunteer program due to any cause whatsoever, save and except for any damages that may arise as a result of the negligence of the Town.
  8. To indemnify and hold harmless the Town from any and all liability for any damage to property of or personal injury to, any third party, resulting from my participation in this volunteer program, if such liability is a result of my acting outside the scope of my responsibilities or not in compliance with this agreement or the guidelines referred to above, as set out by the Town of Markham.
  9. The term of this agreement shall commence upon execution of this agreement and shall terminate at such time that the weather does not permit the maintenance of the Outdoor Ice Rink.
  10. I acknowledge and agree that the Town has the right to terminate this agreement without notice in the event that I fail to comply with or breach the terms of this agreement or any scheduled attached hereto, or for any or no reason at all. 
  11. This Agreement shall be effective and binding upon my heirs, next of kin, executors, administrators, assigns and representatives in the event of my death or incapacity.

 

I HAVE READ AND UNDERSTAND THIS AGREEMENT AND I AM AWARE THAT BY SIGNING THIS AGREEMENT I AM WAIVING CERTAIN LEGAL RIGHTS WHICH I OR MY HEIRS, NEXT OF KIN, EXECUTORS, ADMINISTRATORS AND ASSIGNS MAY HAVE AGAINST THE TOWN.

 

Signed this __________ day of _____________________.

 

Volunteer Signature:  __________________________________

 

APPENDIX ‘F’

 

Volunteer Program for Outdoor Ice Rink

Maintenance Form

 

RINK  _____________________________________

 

Date

Time

Inspection & Flag Display

Flag Change

(Note Time)

Flood

Signature/ Comments